Executive Assistant/Clerk of the Board

  • by South San Joaquin Irrigation District
  • Feb 21, 2019

Job Location: Manteca, CA
Application Deadline: 03/08/2019
How to Apply: For additional information and application instructions, visit our website: SSJID.com


SOUTH SAN JOAQUIN IRRIGATION DISTRICT

EXECUTIVE ASSISTANT/ CLERK OF THE BOARD
(CONFIDENTIAL CLASSIFICATION)
Non-Exempt (Hourly)
Management Bargaining Unit

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under the direction of the General Manager, performs a variety of executive level administrative, analytical and technical support for the General Manager and senior leadership. Serves as Clerk to the Board of Directors. .

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Serves as the receptionist/customer service representative and administrative support to the Board, the General Manager and senior leaders.
  2. Prioritizes daily administrative tasks to ensure that projects are completed on time. Schedules conference calls with other parties including video and online conferences for meetings as necessary.
  3. Maintain calendars and communications of the General Manager and the Board of Directors. Maintains calendars of District and administrative activities, meetings and various events, coordinate activities between administration, among District personnel, the public, consultants, officials, and outside agencies.
  4. Demonstrates the following professional traits while working in an office environment: professional demeanor and appearance, dependability, responsibility, ethical behavior, positive attitude, friendly disposition, flexibility and adaptability.
  5. Prepares for board and management meetings, administers agenda preparation process including compiling agenda and staff memoranda for presentation to the board and general public, creates and posts the Board meeting agenda timely using electronic means, and disseminates board documents and communications as necessary. Take Board meeting minutes, proof, edit and present to Board for approval. Print approved minutes in official Minutes book. Posts all agendas, including Tri-Dam agendas and approved minutes for publication on the District website.
  6. Maintain all Resolution records, post approved and signed Resolutions to Shared drive, and transfer electronic version to Laserfiche. Receives, sorts, and distributes mail.
  7. Tracks board training as required by law, including but not limited to AB 1234 Conduct and Ethics training, and AB 1825 Sexual Harassment Training.
  8. Working with General Counsel, posts public hearing announcements in local newspapers.
  9. Assists the General Manager in administering the Strategic Plan, including but not limited to administering plan updates and files, monitoring progress, participating in the execution of plan projects, and preparation of strategic plan reporting materials to the board of directors.
  10. Makes travel, conference and meeting arrangements; helps prepare and assemble materials for meetings/conferences for Administrative staff, Board of Directors, and staff members. Review and process expense claims for board members and senior management; submit to Accounts Payable for reimbursement.
  11. Maintains District agreements file and library in the vault in cooperation with General Counsel, and maintains District electronic file repository and coordinates index files.
  12. Acts as District goodwill ambassador to employees and directors providing greeting cards and/or flowers in the case of illness, personal tragedy, or celebratory events. Posts monthly birthday/anniversary list.
  13. As directed by the General Manager, coordinates with the Public Relations Director to organize and administer employee and district events such as summer BBQ, ice cream social, retiree going away parties, annual Safety Day, Annual Employee Appreciation Dinner, and other District events as required.
  14. Greets customers and other members of the public and answers questions; directs customer inquiries to appropriate District staff.
  15. Prepare written correspondence, reports, and communications from the General Manager to the Board of Directors, outside agencies, or internal staff.
  16. Assesses and recommends improvements on workflow and procedures, including filing systems and other clerical procedures. Review and approve proposed updates to the Records Retention Schedule. Transfer all scanned agenda packets, board minutes, resolutions to Laserfiche program.
  17. Assists other departments within the organization as necessary.
  18. Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

  • Functions and procedures of the District and how they relate to each department and manager. District policies, rules, regulations, files, and other procedures.
  • Current modern computer operations, including software tools applicable to the District including word processing and spreadsheet software.
  • The contents of contracts, agreements, and other documents. Statistical and record keeping methods.
  • Proficient English usage, spelling, punctuation, and sentence structure, and composition of professional quality memoranda, letters, emails, etc.
  • Strong communication skills necessary to adequately communicate between Administration and staff, and vice-versa.
  • Business processes and project management principles.
  • Postal and shipping requirements.

Ability to:

  • Maintain confidentiality of District records and related business conversations.
    Possess the knowledge and manual dexterity to produce letters and reports of professional quality within reasonable time limits.
  • Perform difficult and responsible secretarial, clerical, and technical work with speed and accuracy.
  • Take notes at meetings and conferences with understanding of the content, and prepare clear and concise reports.
  • Prepare reports and compose correspondence independently. Proficient keyboard skills necessary for successful job performance.
  • Employ good judgment and make sound decisions in accordance with established procedures and policies.
  • Operate a variety of software applications; including word processing, database, desktop publishing, and spreadsheets.
  • Present a positive public image.
  • Make mathematical calculations accurately.
  • Establish priorities.
  • Communicate clearly and concisely, both orally and in writing.
  • Interact effectively with internal and external contacts
    Establish and maintain effective and cooperative working relationships with staff at all levels within the organization.

Education and Experience Guidelines – Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Any combination of experience and education equivalent to the completion of a four-year degree in business, public administration, accounting, or business management is highly desirable.

Experience:
Two years of increasingly responsible administrative assistance, office support, accounting, public administration, business or public contact work experience.

License or Certificate:
Possession of an appropriate California operator’s license issued by the State Department of Motor Vehicles. Have a good driving record of at least two (2) years duration, as evidenced by freedom from multiple or serious traffic violations or accidents.

COMMISSIONED BY THE STATE OF CALIFORNIA AS A NOTARY PUBLIC. (OR ABILITY TO OBTAIN WITHIN ONE YEAR OF ASSIGNMENT). PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to climb ladders and stairs to seek and retrieve records and documents from multi-level storage areas; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction